Assistant City Clerk

Salary Range: $49,300.00 - $64,100.00 annually

Job Summary:

Perform a variety of highly specialized administrative, technical, and customer service functions in support of the City Clerk’s Office. This position’s primary responsibilities involve performing lead work in City Council support and agenda management. Secondary responsibilities include providing support to the records management, elections, and board and commission programs as well as all other functions and special projects performed by the City Clerk’s Office.

 Experience, Knowledge, Skills:

• Associates degree (two-year degree) or certification program of comparable length.
• Experience with complicated practices and precedents.
• Typically requires a basic understanding and application of theoretical or scientific principles.
• Software applications include Microsoft Office Suite, including heavy use of Word, Excel, Outlook, and Teams.
• Use of electronic meeting software, including Zoom, as a participant and as a webinar host.
• Data repository software including Zoom.
• Records inventory software, including Zasio.
• Agenda management software Municode.

Essential Functions:

Records & Information Management

• Oversee the maintenance, preservation, and destruction of public records, and work closely with departments to determine best processes for the systematic preservation of the total life cycle of records using both manual and automated processes as required.
• Administer the City’s records and document management programs and related applications, including responsibility for assignment of licenses, security, and other rights to functionality; training users in group and individual settings; and establishing core parameters for their use.
• Develop and keep up to date a digitization strategy and framework for implementation across the organization to meet objectives for digitizing both back records and creating new documents born digitally or migrated within the appropriate framework, including developing options for file structures.
• Consult with users on their content management needs and advise on available options to capture, manage, store, preserve, share, and collaborate on content and documents.
• Work across all City departments to create and maintain a records inventory specific to each department’s needs and structure.
• Train departments in expectations for records management and retention in appropriate formats.
• Work with IT on integration of City systems to provide efficient and appropriate data maintenance, retention, and management.
• Provide policy framework, communication, and training to City staff regarding digital and physical records/document information management and personally identifiable information as well as other not public data to ensure compliance with all state statutes, city ordinances, adopted policies, and other laws and regulations regarding paper and electronicrecords.
• Coordinate all open records requests submitted under the Colorado Open Records Act (CORA), and partners with the City Attorney’s Office in advising City employees on compliance and best methods for responses.
• Recommend, update, and implement records management policies and procedures and inform and educate City staff on changes.
• Manage the Central Records Center and the City’s inventory of physical records according to records retention schedules and policies.
• Oversee the physical storage of City documents to include arranging, indexing, and classifying all records and arranging for their efficient storage and maintenance.
• Supervise interns and other seasonal staff working in the Central Records Center on records projects.
• Perform internal reviews, audit, and quality control of data systems and electronic records.
• Act as the City liaison to the state archivist.
• Assist in maintenance of records during emergency operations center activation; recommend, develop and implement emergency plans and procedures for Citywide records disaster recovery, and research FEMA legislation and protocols and stay current on updates.

Boards and Commissions Program Support

• Work directly with staff liaisons to boards and commissions on basic expectations and framework for records management and retention of meeting and board materials and other collateral.
• Assist with boards and commission recruitment and appointment processes, as needed by Assistant Clerk overseeing that function.
• Engage in planning and coordination work for appreciation events for boards and commissions.
• Serve in a backup capacity to the core functions of lead Assistant Clerk in this area.

Elections Program Support

• Work as part of a team to review and confirm legal compliance and sufficiency of any submitted petitions.
• Assist in taking in candidate filings to run for office and for meeting campaign finance disclosure requirements.
• Answer basic questions from the public, candidates, elected officials, and other City staff about election and petition processes.
• Accept voter registration forms and forward to the County as a deputy registrar of Weld County for voter registration.
• Assist with ward boundary adjustment work.

Other Office Support

• Perform as backup to the City Clerk or Deputy City Clerk as needed.
• Provide highly responsible and complex administrative support for the City Clerk, the City Council, and City Manager.
• Compose and format a range of correspondence, memoranda, and reports.
• Route or answer correspondence in a range of areas, and assist the public by answering inquiries, providing research, or referring them to appropriate staff or other resources.
• Add Budget for department work and expense reconciliation and reimbursement for council

Communication

• To seek and provide information about the City’s Records and Information Management program, as well as receiving and requesting information regarding all program areas.
• Consult on records management needs.
• Seek information regarding statutory compliance, such as contact with the Secretary of State’s Office regarding elections, from the State Archivist regarding retention scheduling, and from other entities regarding board and commission vacancies and activities.
• Provide information regarding accessing City information, as well as responding to general information related to the Clerk’s Office and general City-related inquiries.

Problem solving

Work is defined by policies, principles, and departmental objectives. Policies, even though clearly defined, are less limiting than procedures. Principles are the underlying disciplines such as engineering, law, or accounting. There is choice in determining the process to accomplish the work. Limits are set by professional standards, available resources, and program objectives established by a higher management level. The general pattern, program, or system exists but must be individualized. The “what” is distinctly stated; the “how” is primarily determined by the incumbent’s own judgment. Examples: A variety of laws - state, local and sometimes federal – must be referenced and considered in performing functions in all program areas of the Clerk’s Office. This position must also incorporate any organizational policies and industry best practices to inform an appropriate approach to developing an operational framework to guide day to day activities in that realm across the office and the organization. A significant level of familiarity with and knowledge of laws, best practices, and the principles of public administration are critical to being able to effectively lead work in the assigned areas.

Work Environment and Physical Requirements:

• Employee is subject to driving City vehicle in all weather conditions.
• Employee may be asked to drive personal vehicle for business purposes.
• Employee is subject to working alone, with groups, and/or attends meetings.
• Employee may be required to conduct business in alternate locations within City buildings or field sites; sometimes in formal settings.
• Employee may be required to work overtime, holidays, evenings, shifts, or weekends.
• Employee may have frequent interruptions, be required manage competing priorities with inflexible deadlines.
• Employee may have frequent contact with the public--in person, via email/telephone, sometimes facing adverse or confrontational situations with internal/external customers.
• Environment is safe to having minimal hazards that are typically found in a general office environment where there is rarely little or no exposure to injury or accident.
• Communication skills enough to hear and convey information to/from the public via telephone and in person.
• Operate standard office equipment requiring continuous or repetitive hand/arm movements.
• Vision enough to interpret computer screens and documents to assist the public and complete work assignments; specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Manual dexterity enough to accurately input, retrieve and verify work assignments; employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms.
• Duties may occasionally require light to moderate physical effort that includes: stooping, kneeling, crouching, crawling; frequent standing or walking; frequently lifting and/or moving up to 10 pounds and occasionally lifting and/or moving up to 25 pounds; maintaining arms and hands in the same position for repetitive tasks and frequently working with light objects and light hand tools.
• Extensive work is performed on a computer with repetitive data entry and 10-key calculations; work is primarily performed at a desk.
• Hearing sufficient to record minutes of meeting and perform routine office tasks.

Conditions of Employment: Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation. For more information about City policies and practices during the recruitment process, including but not limited to EOE, Reasonable Accommodation, and pre-employment screenings, please visit our career page HERE.

Salary : $49,300 - $64,100